Document Management in SharePoint with AI Builder

Executive Summary

ABC Group, a professional education company with leading brands that provide learning solutions to licensed professionals, announces that the company has acquired Becker Professional Education and On Course Learning. It has become the most admired professional learning company in the world.

Problems faced by ABC

ABC Group is a company that provides several educational sources to its customers. It is leading with Brand solutions. They work with over 5 million professionals and partners to deliver best-in-class professional education for licensing, continuing education, test preparation, and career readiness.
ABC works with multiple departments, such as marketing, sales, Information technology, and Human resources. So, In the Human resources department, HR must upload different types of documents under one location on the SharePoint library known as the “Becker Folder.”
Now the ABC staff employee is required to search the necessary docs under this “Becker folder” manually, so it was challenging to find them quickly as the document library did not have any designed structure to follow. Only the naming convention of documents was available, and employees were required to search by this feature only.
To search any document, first, the user must search the documents according to their naming convention and then open every document under that naming convention applied check to find out the document for the required person the employee is searching for. It was the main challenge ABC staff faced as it was time-consuming to search from hundreds of documents available under each naming convention.

They faced the following issues while searching for a document:

• ABC employees used to take a lot of time and effort to search for any document.
• Most of the time, ABC required any document quickly, but due to not having a proper searching mechanism, it used to take a lot of time to search for the necessary documents.
• In the “Becker folder,” almost 2000 documents with 30 types of categories have multiple pages in an unstructured format. So, they faced difficulty finding documents every time.
• Some documents have QR codes, Image transcript types of data in which the content was not readable by SharePoint at the time of the search.
• ABC used to find all the documents by their naming convention. But it was not straightforward and acceptable in every situation.
• All the documents have a .tif extension. Sometimes it wasn’t easy to open any document after downloading them to your computer as the user was required to install some separate application that could read the .tif files.
• Due to the issues mentioned above, sometimes, employees could not find the document. In short, files under the “Becker folders” were stored in an unorganized way.

Solutions ABC wanted

ABC organization wanted some solution by which they could organize all the documents under the “Becker folder” in a better-optimized way. They wanted all the document categorizations done automatically after uploading the document by employees of ABC and did not require any manual human intervention.

So, as a result, ABC can have a better document structure for storing and can know what types of details are in every document, including under which category it falls. Below is the process they wanted to occur automatically for all the files under the “Becker folder.”

•The files with multiple pages were required to merge into a single document.
•After merging all the related documents, ABC wanted some intelligence to read data automatically and extract all the data in a detailed list of documents.
•They want to create a separate list of every document to store all the details after extracting the data.

In other words, ABC wanted a fully automated and organized system. So, all of the documents are under the “Becker folder.” This way, they can know what details were stored in each document.

Our Solution

XRM Labs advised ABC keeping their requirement in mind, to go with AI Builder, which comes with D365. It covers all their needs to collect information on all the files under the “Becker folder” through AI Builder.

As we already had experience in AI Builder implementation. We knew that AI builder provided us with different templates to process documents to extract data, such as form processing, Company Invoice processing, and AI builders reading sentiments of comments and feedback.

According to client requirements, we chose one of the AI builder template named “EXTRACT CUSTOM INFORMATION FROM DOCUMENTS,” which best suits our client’s ABC requirement. This template helped us to extract and organize all the gathered information of documents as per the requirement.

Also, we used the SharePoint document library to store and process all the files under the “Becker folder.” We used SharePoint to create different document libraries per client requirements and Separate lists for each document.

Apart from this, we suggest our clients use Power automation to automate all the processes. Also, power automation helps AI builders extract and store all the data in the SharePoint document library. ABC staff periodically uploaded all the files manually under the SharePoint document library named “Becker folder.”

The following features are implemented to overcome their issues

• We copied all the Becker folder files from their document library to another document library, DL1, which we created using Power Automation.
• During this process, we implement all the Becker convert .tif files into .pdf format and store them under the DL1 document library in SharePoint.
• After converting all Becker folder files into pdf, we implement the duplicate detection rule by merging the same name of documents with multiple pages and converting them into single files.
• Under the merging process, Power automation checks all the files’ names, converts them into a single file, and copies all the merged pdf files into another document library, DL 2.
• On the other hand, we collected different types of documents and trained the AI builder model for every kind of document, and we just used text recognition of the AI builder.
• The final process is Power-automate checking all types of documents, matching AI builder-trained models, and storing specific mapped SharePoint lists.
• In this way, our client ABC could see all the files’ detail in list form format in SharePoint. And we could achieve the client’s requirement by automating this whole process.

Technologies Used

• AI Builder
• Power Automation
• SharePoint

Client Benefits-their improved statistics (Facts and Figures)

• Our client experienced a lot of satisfaction as all their requirements have been catered to and in a much more attractive and easy way, the complete information was presented.
• Our client was happy to see what we have implemented. They can read and know their files in their “Becker folder.”
• Timely delivery of projects and billing cycle of our client streamlined as the accurate project completion information was made available.
• The AI builder is very user-friendly and drastically reduces the time taken by the manual process.
• Better client satisfaction as the tasks were much more accurate, and they are glad to use this kind of Intelligence like AI builder. Further, they are also looking to use AI Builder for more different projects related to document management.
• We reduced our client time by almost 100% using AI builder features.
• ABC employees’ workload was reduced significantly for the HR staff due to the automation of the files under the “Becker folder.”
• We can easily handle and recognize all the Becker files and organize the data in SharePoint through the AI builder.